To get NHSmail, care homes need to make an online application at portal.nhs.net/Registration#/careprovider. The form should be completed by one person on behalf of each site.
Organisations are given a shared mailbox for each care home to use by people that need to message the organisation (rather a named person). Up to 10 individual accounts for named staff, through which you access the shared mailbox. The extra accounts are available through the owner of the mailbox or a user emailing from the shared mailbox firstname.lastname@example.org and requesting it.
There are 5 steps in signing up for NHSmail, once you have published your DSPT assessment:
- Step 1 – find your Care Quality Commission (CQC) location ID (registration number)
- Step 2 – find your CQC contact ID (sometimes called registered manager’s ID, from your CQC registration information) or ask, via the form you are filling in, for a one-time passcode (OTP)
- Step 3 – decide who will be the shared mailbox owner, who will have access and who will be mailbox administrators
- Step 4 – get the names, mobile phone numbers and email addresses for the (2 – 10) staff who will have nhs.net accounts
- Step 5 – fill out the online registration form on the NHSmail portal
You can download a guide for care homes on registering with the NHSmail portal, which takes you through the steps you need to take.
It can take up to 48 hours for the NHSmail team to get back to you with the information you need to get your account set up. Set-up itself usually takes about an hour.
Once the registration form has been completed, an email will be sent to the email addresses supplied, giving usernames. The email will also give instructions on how to activate the new NHSmail account and how to use it.
The shared mailbox can be used for general communications with the care home. One or more members of staff, as well as the care home manager or administrator, need to be given the job of managing the shared mailbox. There needs to be a process in place to make sure it is checked regularly, and messages dealt with.
Share the shared mailbox and individual email addresses with your residents, their relatives, and other local health and care providers.
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